Senior Payroll Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee payroll operations for two entities, which includes regular biweekly payroll, as well as monthly and quarterly incentives, and annual bonuses.

• Keep the payroll calendar updated and distribute payroll reminders prior to each payroll processing week.

• Examine time records, payroll modifications, deductions, and incentive submissions.

• Conduct audits on payroll before submission and ensure reconciliation of results after processing.

• Investigate any discrepancies, coordinate necessary corrections, and process approved payroll adjustments and off-cycle payments.

• Manage employer payroll tax registrations for new states.

• Maintain tax account information in Paylocity and 1Password.

• Monitor payroll tax notices and resolve any discrepancies in collaboration with Paylocity, People Operations, and Accounting.

• Assist with quarterly and year-end payroll reconciliations, tax reporting reviews, and ensure W-2 accuracy.

• Prepare, reconcile, and upload payroll contributions to benefit vendors, including HSA contributions.

• Guarantee precise 401(k) transactions, which encompass deferrals, employer contributions, and loan repayments.

• Verify vendor files and funding, and address any rejected transactions or discrepancies.

• Reconcile payroll deductions and contributions with vendor records.

• Oversee the payroll ticketing system and address employee payroll inquiries.

• Maintain confidential documentation of payroll requests, approvals, changes, and resolutions.

• Identify recurring issues and propose process enhancements.

• Develop and uphold payroll SOPs, checklists, calendars, and supporting documentation.

• Establish uniform payroll practices across both companies.

• Strengthen payroll controls, approval workflows, and audit procedures.

• Enhance the usage of Paylocity, minimize manual tasks, and boost accuracy and efficiency.

⛳️ Requirements

• A minimum of four (4) years of hands-on payroll processing experience, including multistate payroll.

• Recent, direct experience in independently processing payroll using Paylocity, including payroll audits, reporting, and troubleshooting.

• Proficient in managing multiple payroll schedules and variable compensation, such as incentives, commissions, or bonuses.

• Solid understanding of payroll tax administration, wage and hour regulations, payroll deductions, and payroll recordkeeping.

• Experience with employer state tax registrations or direct responsibility for coordinating registrations with a payroll provider.

• Familiarity with reconciling benefit deductions and managing HSA and 401(k) contribution files and funding.

• Strong Excel skills, including reconciling data, identifying discrepancies, and working with payroll import and export files.

• Exceptional attention to detail, sound judgment, and ability to manage multiple deadlines effectively.

• Clear and approachable communication skills coupled with a commitment to employee service and confidentiality.

• Ability to work independently, follow issues to their resolution, and create structure within a growing organization.

• Experience processing payroll for multiple companies or legal entities is a plus.

• Experience in a healthcare organization or rapidly expanding, distributed workforce is a plus.

• Experience in developing payroll SOPs and enhancing payroll processes is a plus.

• Fundamental Payroll Certification (FPC) or Certified Payroll Professional (CPP) designation is a plus.

🏝️ Benefits

• Unlimited PTO.

• Flexible schedules.

• Remote-first culture.

• Health, dental, vision, life, and disability benefits.

• 401(k) with company matching.

• Space for self-care.

• Opportunities for growth in a high-impact, mission-driven startup.

• A team culture that celebrates successes, learns from setbacks, and provides support.